Administrative Coordinator

Ultimate Staffing; New Jersey; On-site; USD 23,000 - 32,000; Full time

Job summary

Ultimate Staffing Services is actively seeking a Temporary Administrative Coordinator to join their client's team in New Jersey. This role is essential in supporting critical supply chain, inventory, customs compliance, and administrative projects.

The candidate will work closely with Supply Chain, Logistics, Customs Compliance, Product Management, and Global teams on both project-based and day-to-day operational activities.

Qualifications

• High School Diploma or equivalent required, Associate's or Bachelor's degree preferred.
• 1-3 years of administrative, supply chain, logistics, operations, or related experience.
• Proficient with Microsoft Office (Excel, Outlook, Word, PowerPoint) and data handling.
• Ability to organize large volumes of documentation and maintain accuracy.
• Experience with ERP, Power BI or reporting tools is preferred.

Responsibilities

• Assist with customs compliance projects, including data gathering and document review.
• Retrieve, organize, and maintain import and export records.
• Support review of customs entry packets, invoices, packing lists, and related shipping docs.
• Track shipment information, booking numbers, tracking numbers, bills of lading, and entry numbers.
• Maintain files and supporting documentation for audits and regulatory requirements.
• Coordinate with internal teams for technical documentation and product information.
• Enter, validate, and maintain data in Excel and company systems.
• Compile reports and analyze data for inventory, purchasing, and compliance projects.
• Track project milestones and provide status updates.
• Assist with databases, spreadsheets, and reporting tools; data cleanup and reconciliation.
• Schedule meetings and coordinate project activities; prepare presentations and reports.
• Assist with document retention and filing; support special projects and process improvements.
• Provide cross-functional support to other Supply Chain and Operations areas as needed.

Skills

Communication skills

Attention to detail

Multitasking

Education

High School Diploma or equivalent

Associate's degree

Bachelor's degree

Tools

Microsoft Excel

Outlook

Word

PowerPoint

ERP systems

Power BI

Job description

Ultimate Staffing Services is actively seeking a Temporary Administrative Coordinator to join their client's team in New Jersey. This role is essential in supporting critical supply chain, inventory, customs compliance, and administrative projects. The candidate will work closely with Supply Chain, Logistics, Customs Compliance, Product Management, and Global teams on both project-based and day-to-day operational activities.

Responsibilities

• Assist with customs compliance projects, including data gathering and document review.
• Retrieve, organize, and maintain import and export records.
• Support review of customs entry packets, invoices, packing lists, bills of lading, and related shipping documentation.
• Track shipment information, booking numbers, tracking numbers, bills of lading, and customs entry numbers.
• Maintain files and supporting documentation for audits, prior disclosures, and regulatory compliance requirements.
• Coordinate with internal teams to obtain technical documentation and product information.
• Enter, validate, and maintain data in Excel and company systems.
• Compile reports and analyze data for inventory, purchasing, and compliance projects.
• Track project milestones and provide status updates.
• Assist with maintaining databases, spreadsheets, and reporting tools.
• Perform data cleanup and reconciliation activities.
• Schedule meetings and coordinate project activities.
• Prepare presentations, reports, and business documentation.
• Assist with document retention and filing requirements.
• Support special projects and process improvement initiatives.
• Provide cross-functional support to other areas of the Supply Chain and Operations teams as needed.

Qualifications

• High School Diploma or equivalent; Associate's or Bachelor's degree preferred.
• 1-3 years of administrative, supply chain, logistics, operations, or related experience.
• Working knowledge of Microsoft Office, including Excel, Outlook, Word, and PowerPoint.
• Ability to organize and manage large amounts of documentation and data.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Experience with inventory, logistics, customs, or supply chain operations is preferred.
• Experience reviewing invoices, shipping documents, or purchase orders is preferred.
• Familiarity with ERP systems, Power BI, or reporting tools is preferred.

Work Hours

Monday to Friday, 8:00 AM - 5:00 PM

Additional Details

Pay: $20 per hour

Location: On-Site in Somerset, NJ

Temporary Position Duration: 3-6 months (or as needed)

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles\' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.